Top tips for welcoming and sending off employees

Peter Forbes

Businesses of any size face two key milestones when it comes to making a lasting impression on employees – when they start and when they leave.

While most business owners are familiar with the importance of creating a great experience when welcoming new employees, they often neglect to do the same when an employee leaves. Businesses are quickly realising the importance of creating a positive experience not just for new staff, but exiting employees too.

If an ex-employee leaves the company on good terms, not only are they more likely to tell everyone in their network about how great an employer the business is (and thereby provide free recruitment advertising), they're also more likely to work with the business again in the future - potentially as a customer, supplier or referrer. With strong competition for top talent in the marketplace this is one way small businesses can remain competitive.

Here are the four biggest challenges small businesses face when welcoming new employees and saying goodbye to exiting employees.

1) A slow and unproductive first impression

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When an employee is first offered the job, they're excited, engaged and ready to get stuck into work. However, this energy can be sapped if the employee has to wait for a contract in the mail, isn't provided with all the right documentation or their workspace isn't set up on day one. This also means the employee can't begin work straight away, leading to lost productivity for the business.

It's important to make sure the business sends out offers fast and has everything prepared for the employee to hit the ground running. This momentum will carry through their entire career with the business, if it's done right.

It's not enough to give new employees a contract and a computer and say 'Go'. Make your workplace worth remembering and ensure employees feel like part of the team. Invite them to connect with colleagues on LinkedIn or share the business' values and goals before their first day. Take them out for a team lunch to get to know everyone in a less formal setting and schedule regular team building activities in the first few months.

3) Secure departure

When an employee moves on from the business, no matter the circumstance, it's important to have a structure in place for a legal, secure departure.

Following the Fair Work Australia guidelines every time will ensure the exiting employee feels they've been treated fairly and most importantly, can't claim unfair dismissal down the track.

Ensure the business revokes the exiting employee's access to company information – especially if they're moving to a competitor – to ensure the business' data remains secure. Finally, remember to recover business assets such as phones, laptops and keys to help provide a secure departure.

4) Engage the employee with a positive farewell

When an employee leaves a company, don't forget to thank them for their efforts. Congratulate them, send them off in style, and not only will the exiting employee feel positive about the business as an employer, but the rest of the team will know that they're respected and appreciated as well.

This is also an opportune time to engage the employee in an 'alumni' program to stay in touch with former employees. This can be as simple as setting up a LinkedIn group, adding them to an email list with company updates or even including regular catch-ups.

By building a positive first and last impression of the business for employees, it can help small businesses to remain competitive in the crowded market for top talent. Remember the employee exit process is just as critical as their welcome to the business. Do this right and maybe one day former employees will come back to the business with ongoing years of added experience and knowledge.